Effective: October 2025
1. Introduction
Akesa Group (“Akesa”, “we”, “our”, “us”) comprises:
- Akesa Pty Ltd (Australia)
- Akesa Singapore Pte Ltd (Singapore)
- Akesa GK (Japan)
Akesa is committed to protecting the privacy and security of personal data collected from patients, healthcare providers, employees, business partners, and other stakeholders.
This Privacy Policy explains how we collect, use, disclose, store, and protect personal data in compliance with:
- the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs),
- the Singapore Personal Data Protection Act 2012 (PDPA), and
- Japan’s Act on the Protection of Personal Information (APPI).
Our aim is to ensure transparency, accountability, and lawful handling of personal data across all jurisdictions in which we operate.
2. Scope
This policy applies to all personal data processed by Akesa, whether held in Australia, Singapore, Japan, or by our authorised cloud and IT service providers operating inside or outside these jurisdictions. It covers personal data relating to patients, healthcare providers, partners, contractors, and other external stakeholders of Akesa.
3. How we collect personal data
We collect personal data through the following means:
Direct interactions – via correspondence, forms, meetings, email, or telephone communication with Akesa representatives.
Digital platforms – when using Akesa-operated systems such as Clincor, Aksys, or the Akesa corporate website.
Third-party sources – from authorised service providers, healthcare institutions, regulators, logistics partners, or others engaged to support Akesa’s business or compliance functions.
Automated means – through cookies, access logs, and system monitoring tools used for security, analytics, and audit purposes.
When providing data about another person, you must ensure the disclosure complies with applicable privacy laws and that any required consent has been obtained.
4. Data we collect
Akesa collects personal and business information relevant to its operations, which may include:
- Client and partner organisation details: company name, registration numbers, business contacts, contractual and billing information.
- Healthcare professional details: name, title, institutional affiliation, registration numbers, and work contact information.
- Program participant (patient) information: identifiers (e.g. initials, patient ID), prescribing and dispensing data, and relevant health information necessary for eligibility and reporting.
- Employee and contractor information: employment and payroll records, qualifications, performance and compliance documentation.
- Supplier and vendor information: organisation details, key contact information, licensing, audit, and payment records.
- Marketing and communications data: contact details, preferences, interaction history, and publicly available professional information.
- IT and system data: usernames, access logs, device and browser identifiers, IP addresses, and technical event records.
Sensitive data such as health or financial information is collected only where necessary and permitted by law, and is subject to enhanced safeguards.
5. Purpose of collection and use
Personal data is collected and used for legitimate business purposes, including:
- facilitating clinical trial supply and managed access programs;
- managing employee and contractor records;
- fulfilling regulatory, contractual, and operational obligations;
- operating and maintaining Akesa digital platforms;
- billing, accounting, and audit functions;
- handling complaints, product recalls, or safety reporting; and
- conducting lawful marketing, communications, and industry engagement activities.
Data will not be used for unrelated purposes without consent, unless otherwise permitted by law.
6. Legal basis for processing
Akesa processes personal data in accordance with applicable laws in each jurisdiction:
- Singapore (PDPA): consent, contractual necessity, legal obligation, or legitimate interests (where permitted).
- Australia (APPs): consent, contractual necessity, legal obligation, employment-related purposes, or legitimate interest.
- Japan (APPI): consent, contractual necessity, legal obligation, protection of life, body, or property, or other legitimate business purposes within the notified scope of use.
7. Data sharing and disclosure
Personal data may be shared where required for legitimate business operations, contractual performance, or compliance with legal or regulatory obligations. Authorised recipients include:
- regulatory and government authorities;
- business partners, suppliers, and service providers supporting Akesa’s operations (e.g. logistics, IT hosting, data storage, professional advisers, auditors); and
- internal Akesa Group entities on a need-to-know basis.
All sharing is subject to appropriate confidentiality and data-security safeguards.
8. Cross-border transfers
Personal data may be transferred between Akesa entities in Australia, Singapore, and Japan, or to external service providers in other jurisdictions where necessary for operational or regulatory functions.
Akesa ensures all cross-border transfers:
- are conducted under appropriate safeguards providing an equivalent level of protection to that required under the APPs, PDPA, and APPI;
- are governed by written agreements (e.g. Standard Contractual Clauses or equivalent); and
- remain subject to internal access controls and confidentiality obligations.
Akesa does not routinely transfer personal data outside these jurisdictions and does so only when equivalent privacy and security standards are confirmed.
9. Data retention
Akesa retains personal data only for as long as necessary to fulfil its intended purpose or as required by law. When data is no longer needed, it is securely destroyed or anonymised in accordance with legal, regulatory, and operational requirements.
10. Data security
We maintain administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of personal data. Access is limited to authorised personnel and managed through secure, password-protected systems with encryption, backups, and activity logging.
Where data is hosted by third-party providers, Akesa requires equivalent security standards and contractual obligations to ensure ongoing protection.
Our practices are guided by Akesa’s internal IT governance framework, covering cybersecurity, disaster recovery, incident management, and data-privacy controls.
While Akesa takes reasonable and proportionate steps to safeguard information, no electronic system or transmission method is completely secure.
11. Your rights
Depending on your jurisdiction, you may have rights to:
- access and obtain a copy of your personal data;
- request correction or update of inaccurate information;
- withdraw consent (where applicable);
- request deletion or anonymisation of data, subject to legal obligations; and
- restrict or object to processing, where permitted by law.
Requests should be directed to the contact details below.
12. Cookies and digital data
Akesa’s digital platforms, including Clincor, Aksys, and the Akesa corporate website, use cookies and similar technologies to enhance functionality, security, analytics, and user experience.
We may collect technical data such as IP addresses, browser types, device identifiers, and access times to:
- maintain and secure systems;
- monitor performance and resolve issues;
- analyse aggregated usage trends; and
- support authorised operational or compliance purposes.
Users are notified of cookie use through on-screen banners or notices. You may adjust your browser settings to disable cookies, although certain site functions may not operate correctly.
Akesa does not use cookies to collect sensitive information or make automated decisions without human involvement.
13. Policy updates
This Privacy Policy may be updated periodically to reflect operational, legal, or best-practice changes. Updates will be published on Akesa’s website and take effect upon posting.
14. Contact information
Privacy enquiries:
Nick Brittain
📧 [email protected]
15. DISCLAIMER OF WARRANTY
Akesa makes no warranties or representations whatsoever concerning this website or any linked site or its content, including the availability of any site or the information and materials on it or the accuracy, completeness, or timeliness of that information and materials. Akesa Group also does not warrant or represent that your access to or use of any site will be uninterrupted or free of errors or omissions, that defects will be corrected, or that the site is free of computer viruses or other harmful components. Without limiting the foregoing, EVERYTHING ON THIS SITE IS PROVIDED TO YOU “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, OR NON-INFRINGEMENT. Please note that some jurisdictions may not allow the exclusion of implied warranties, so some of the above exclusions may not apply to you. Check your local laws for any restrictions or limitations regarding the exclusion of implied warranties.
16. LIMITATION ON LIABILITY
Under no circumstances will Akesa be liable to you or any other person for any direct, indirect, consequential, incidental, special, or punitive damages, whether in contract or in tort, including negligence, arising in any way out of access to or use of or inability to access or use the site or any linked site or its contents, including but not limited to lost profits, business interruption, or loss of programs or other data on computer systems or otherwise, even if Akesa is expressly advised of the possibility of such damages.